Records in a space
A record is a structured row of data — an extracted invoice, a patient intake, a contract’s key terms — that lives inside a space. Every record belongs to a record type, which defines its fields. Records show up on a space’s Data tab, where you can add them by hand, review the ones an action or the agent produced, and organize them with saved views.
Record types (the field definitions) are defined once at the org level and are read-only from the Data tab. To create or change a record type, see Record types.
Open the Data tab
Open a space and select the Data tab. You’ll see the heading Record types with the line “Structured records collected in this space.”
The tab lists only the record types that actually have records in this space, as a table with Name and Records (a count) columns. If nothing has been collected yet, you’ll see “No records yet — Records added to this space show up here, grouped by type. Add one to get started.”
Two buttons sit in the header:
- Add record — pick a record type, then create a record of that type in this space.
- Manage record types — jump to the org-level record type definitions (read-only from here).
Add a record
Choose a type
Click Add record. A picker opens — “Add a record — Choose the type of record to add to this space.” If no types exist yet, you’ll see “No record types are defined yet. An admin can create them under Manage record types.”
You can also add the first record of a type from that type’s empty table: Add the first record.
The records table
Select a record type to open its records surface. A view toolbar sits on top (see Saved views), and below it the records table shows:
- The type’s title field pinned to the left (the field configured as each record’s title).
- The columns the current view makes visible.
- A per-column review dot on columns an action or the agent wrote, marking fields that still need review.
- A trailing Created column.
- Load more paging at the bottom.
The header carries a New record button. An empty table reads “No records yet — Add the first record to get started.”
Open a record
Click a row to open the record as a full-page, two-pane workspace.
- Records with AI-written fields show the cited source document on the left and the fields on the right. Selecting a field’s citation reveals it in context — a bounding-box highlight on the PDF page, or a seek into the audio transcript. (If you haven’t selected a citation yet: “Select a field’s cited source to preview it here.”)
- Records you created by hand show the fields full-width, with no source pane.
The header shows the created and updated dates and, when the record came from automation, provenance links: Created by action run and From playbook run. Follow them to the action run or playbook run that produced the record.
Edit a field
Click a field to edit it inline, then Save (or Cancel). Optional fields also offer Clear to empty them.
Locked fields
A locked field shows a lock icon (“This field is locked”). A lock pins the field so an automated run won’t overwrite it — useful when you’ve corrected a value by hand and don’t want the next extraction to clobber it. You don’t have to unlock it first: when you edit a locked field, the app auto-unlocks it as part of the same save.
Review and provenance
Fields an action or the agent wrote carry their source citations and a per-field review control, so you can check each value against where it came from. A citation chip on the field links back to the cited passage.
- Approve all on this record — approve every AI-written field on the open record in one click. (This button only appears on records that have AI-written fields.)
- Column-level bulk review — from a column’s header, choose Review this column across N records, then Approve this column, Reject this column, or Dismiss this column. This clears the review backlog for one field across every record at once.
Review status renders as a dot or badge on the cells.
Editing an AI-written value replaces it with your text and removes its source citation — the same trade-off as editing in an extraction run’s review workspace.
Saved views
A view is a saved arrangement of columns, filters, and sorts over one record type. Use the view toolbar to switch and manage them.
- Default View always exists and can’t be renamed or deleted.
- Create custom view — starts from the current view’s columns, filters, and sorts, which you can then change. (“The new view starts from the current view’s columns, filters, and sorts.”)
- The toolbar also offers Copy link to view and Delete view.
Fields — choose the columns
The Fields panel toggles and reorders a view’s columns: “Toggle and drag to reorder the columns of this view.” It splits into visible fields and Hidden fields (N).
Filter — show only matching records
The Filter panel shows only records matching your conditions. Combine conditions with All conditions (AND) or Any condition (OR). Available operands: Is, Is not, Is empty, Is not empty, Contains, Does not contain, Greater than, Greater than or equal, Less than, Less than or equal, Is before, Is after, Is any of, Includes any of.
Sort — order the records
The Sort panel orders records by one or more fields, each Ascending or Descending. The default is newest-first.
Editing a view’s columns, filters, or sorts requires permission. Without it, the panels are read-only.
Where records come from
Most records aren’t typed in by hand — they’re imported from an extraction action. When an extraction is configured to output a record type, approving its results imports them into this Data tab as records, complete with citations and provenance. See Extract data for that flow.